Junior Auxiliary of Monticello

Junior Auxiliary of Monticello

Chapter Constitution

CONSTITUTION OF

THE JUNIOR AUXILIARY OF MONTICELLO INCORPORATED

ORGANIZED, 1938. AFFILIATED, 1944

(Revised, April 2014)

A. BYLAWS

ARTICLE I - NAME

THE NAME OF THIS ORGANIZATION SHALL BE THE JUNIOR AUXILIARY OF Monticello, Arkansas, INCORPORATED.

ARTICLE II – PURPOSE AND POLICIES

SECTION 1. PURPOSE

THE PURPOSE OF THIS ORGANIZATION SHALL BE TO ENCOURAGE MEMBERS TO RENDER CHARITABLE SERVICES WHICH ARE BENEFICIAL TO THE GENERAL PUBLIC, WITH PARTICULAR EMPHASIS ON CHILDREN; TO COOPERATE WITH OTHER ORGANIZATIONS PERFORMING SIMILAR SERVICES.

THIS ORGANIZATION IS ORGANIZED EXCLUSIVELY FOR CHARITABLE, EDUCATIONAL, RELIGIOUS, OR SCIENTIFIC PURPOSES WITHIN THE MEANING OF SECTION 501(C)(3) OF THE INTERNAL REVENUE CODE.

SECTION 2. POLICIES

THE POLICIES OF THE JUNIOR AUXILIARY OF Monticello, Arkansas, INCORPORATED, SHALL BE IN HARMONY WITH THE POLICIES OF THE NATIONAL ASSOCIATION OF JUNIOR AUXILIARIES, INCORPORATED(HEREINAFTER REFERRED TO AS NAJA).

ARTICLE III – FIELD OF SERVICE

THE FIELD OF SERVICE SHALL BE the city of Monticello and Drew County, Arkansas.

ARTICLE IV-MEMBERSHIP

SECTION 1. CLASSES OF MEMBERSHIP

A WOMAN WHO IS AT LEAST TWENTY-ONE YEARS OF AGE and who is a resident of Drew County, for not less than one year, MAY BE CONSIDERED ELIGIBLE FOR MEMBERSHIP.

THE CLASSES OF MEMBERSHIP SHALL BE AS FOLLOWS:

1. PROVISIONAL -- PROVISIONAL MEMBERS ARE THOSE WHO ARE ENGAGED IN COMPLYING WITH THE REQUIREMENTS FOR ADMISSION TO ACTIVE MEMBERSHIP AND ARE NOT ELIGIBLE TO VOTE OR HOLD OFFICE. PROVISIONAL MEMBERS ARE REQUIRED TO SERVE A TERM OF SIX MONTHS AND TO COMPLETE A PROVISIONAL COURSE WITHIN THIS PERIOD. ONE EXTENSION OF SIX MONTHS MAY BE GRANTED BY THE LOCAL BOARD IN THE CASE OF A PROVISIONAL WHO, FOR UNAVOIDABLE REASONS, IS UNABLE TO COMPLETE THE COURSE WITHIN THE REQUIRED TIME. PROVISIONAL MEMBERS SHALL BE REQUIRED TO COMPLETE PROVISIONAL EDUCATION AND TRAINING IN A MANNER SATISFACTORY TO THE LOCAL BOARD AND IN ACCORDANCE WITH ASSOCIATION PROVISIONAL TRAINING MANUAL; SHALL ATTEND AT LEAST 2/3 OF THE REGULAR MEETINGS HELD BY THE CHAPTER DURING THIS PERIOD AND SHALL PAY DUES TO THE CHAPTER. ALL HOURS ACCRUED BY A PROVISIONAL SHALL BE RECORDED AS PROVISIONAL HOURS UNDER EDUCATION. A CHAPTER MEMBERSHIP CARD SHALL BE SENT TO NAJA HEADQUARTERS WITHIN THIRTY DAYS UPON ACCEPTANCE OF THE PROVISIONAL MEMBER. No welfare hours are needed or will be counted toward total welfare hours during the first six months of provisional training, but any hours accrued during this time will be counted toward total welfare hours for the year. After a member has completed her provisional training, there will be a total of 18 hours required during the next six months of the first year. Of these 18 hours, 12 shall come from welfare and 6 shall come from education.

1. ACTIVE -- ACTIVE MEMBERS ARE THOSE WHO HAVE COMPLETED THE REQUIREMENTS FOR PROVISIONAL MEMBERSHIP AND HAVE BEEN ADMITTED TO ACTIVE MEMBERSHIP BY A TWO-THIRDS VOTE OF THE LOCAL BOARD. THEY SHALL BE ENTITLED TO ALL THE PRIVILEGES AND RIGHTS OF MEMBERSHIP, INCLUDING THE RIGHT TO HOLD OFFICE AND TO VOTE AND ARE RESPONSIBLE FOR CARRYING OUT THE ACTIVITIES OF THE CHAPTER.

(1)REQUIREMENTS: TO MAINTAIN MEMBERSHIP IN GOOD STANDING, A MEMBER SHALL PAY DUES TO THE ASSOCIATION ANNUALLY, AND SHALL OBTAIN A MINIMUM OF TWENTY-FOUR SERVICE HOURS AND TWELVE EDUCATION HOURS PER YEAR.A member shall attend at least 2/3 of the regular meetings of the chapter annually. A Life and/or Associate member may attend a regular meeting in a member’s place; however, the member must attend 6 chapter meetings to meet National requirements. If a quorum is needed at that meeting, the Life or Associate member may vote during the meeting. FOR EDUCATION PURPOSES, CHAPTER MEETINGS SHALL COUNT ONE HOUR EACH. SIX CHAPTER MEETINGS MUST APPLY TOWARD THE ANNUAL EDUCATION REQUIREMENT. OTHER EDUCATION HOURS MAY BE OBTAINED FROM ADDITIONAL CHAPTER MEETINGS, ANNUAL MEETING, AREA MEETINGS, AND CHAPTER/COMMUNITY SEMINARS. ALL HOURS SHALL BE ACCRUED UNDER THE SUPERVISION OF AND IN A MANNER SATISFACTORY TO THE LOCAL BOARD. Any time during the five years of active membership, two (2) six-month leaves or one (1) one-year leave may be granted by the board. Member is responsible for all duties until the Board grants leave.

(2)PENALTIES: AN ACTIVE MEMBER FAILING TO FULFILL THE YEARLY REQUIREMENTS FOR MEMBERSHIP FORFEITS THAT YEAR OF WORK ACCREDITED TOWARD ASSOCIATE MEMBERSHIP ELIGIBILITY.

(3)PRIVILEGES: (a) ANY MEMBER WHO, AFTER HAVING SERVED A MINIMUM OF FIVE ACTIVE YEARS AND HAVING PAID TO THE ASSOCIATION A TOTAL AMOUNT EQUAL TO TEN ADDITIONAL YEARS OF CURRENT ASSOCIATE DUES, SHALL BE ABSOLVED FROM FURTHER FINANCIAL OBLIGATION. (b) AT THE DISCRETION OF THE LOCAL BOARD, A MEMBER MAY BE TEMPORARILY EXCUSED FROM ACTIVE SERVICE.

1. ASSOCIATE -- ASSOCIATE MEMBERS ARE THOSE WHO, WHILE SERVING AS ACTIVE MEMBERS IN GOOD STANDING OF A PROVISIONAL OR ACTIVE JUNIOR AUXILIARY CHAPTER, HAVE ACCUMULATED A MINIMUM OF FIVE YEARS OF ACTIVE SERVICE AND WHO DESIRE TO CHANGE MEMBERSHIP CLASSIFICATION. THE MEMBER SHALL PAY ASSOCIATE DUES. AT THE DISCRETION OF THE CHAPTER, AN ASSOCIATE MEMBER MAY BE ACCORDED ASSOCIATE ACTIVE STATUS. Requests for Associate membership shall be made in writing to the Executive Board in March to be voted at the March board meeting and to become effective the first of May. Members eligible to obtain Associate membership in November must make a written request to the Executive Board in September, to become effective the first of November. In the event that the President is eligible for Associate membership at the end of her term of office, she will remain as an ex-officio member of the board for six months, but will only be required to attend board meetings.

1. LIFE -- LIFE MEMBERS ARE THOSE WHO, AFTER HAVING ACCUMULATED A MINIMUM OF FIVE YEARS OF ACTIVE SERVICE, HAVE PAID TO THE ASSOCIATION A TOTAL AMOUNT EQUAL TO TEN ADDITIONAL YEARS OF CURRENT ASSOCIATE DUES. AT THE DISCRETION OF THE CHAPTER, A LIFE MEMBER MAY BE ACCORDED LIFE ACTIVE STATUS.

1. SUSTAINING -- SUSTAINING MEMBERS ARE THOSE PERSONS IN THE COMMUNITY WHO ARE NOT ELIGIBLE FOR ACTIVE MEMBERSHIP AND UPON WHOM THE CHAPTER DESIRES TO BESTOW AN HONORARY MEMBERSHIP DUE TO OUTSTANDING SERVICE OR FINANCIAL CONTRIBUTION TO THE CHAPTER. Sustaining members may attend any meeting and should be invited to all social activities.

1. NON-RESIDENT -- ACTIVE MEMBERS IN GOOD STANDING ARE ENTITLED TO NON-RESIDENT MEMBERSHIP, WHICH IS OPEN TO THOSE WHOSE RESIDENCE IS CHANGED TO THAT OF ANOTHER COMMUNITY.

IF A NON-RESIDENT MEMBER WISHES TO COMPLETE ACTIVE OBLIGATION AND ATTAIN ASSOCIATE STATUS THE MEMBER MUST:

1.COMPLETE TWENTY-FOUR HOURS OF VOLUNTEER COMMUNITY SERVICE WITHIN THE COMMUNITY AND TWELVE EDUCATION HOURS PER REMAINING YEAR TO FULFILL THE REQUIREMENTS;

2. PAY NON-RESIDENT DUES TO CHAPTER OF RECORD;

3. REPORT SERVICE AND EDUCATION HOURS TO CHAPTER OF

RECORD.

UPON ATTAINING ASSOCIATE STATUS, THE MEMBER PAYS TO THE ASSOCIATION A TOTAL AMOUNT EQUAL TO TEN (10) YEARS OF ASSOCIATE DUES TO ATTAIN LIFE STATUS.

SECTION 2. ADMISSION TO MEMBERSHIP

A WOMAN WHO IS AT LEAST TWENTY-ONE YEARS OF AGE and shall have been a resident of Drew County for not less than one year MAY BE CONSIDERED ELIGIBLE FOR MEMBERSHIP. A candidate’s name must be proposed in writing by one member and seconded by two others. Only Active members in good standing may propose candidates for membership. A prospect must not be approached concerning membership prior to receiving her official invitation. No member may propose or second more than the number of existing vacancies and a second letter may be submitted at the discretion of the board.

SECTION 3. MEMBERSHIP PROCEDURE

All letters proposing candidates for membership shall be read before the entire Chapter membership at a called meeting before the second Tuesday of April. Each candidate shall be voted on, and the voting shall be by secret ballot. Those candidates receiving ¾ of the votes shall be selected as members, to begin her provisional term with the Auxiliary the first day of the month, at which time she becomes a Provisional member.

In the event there are more candidates proposed than the number of existing vacancies, members will only be allowed to vote on a designated number of candidates, namely, the number required to fill the existing vacancies. Those candidates receiving the majority of the votes shall be selected as members.

The Active membership of this Auxiliary shall consist of not more than fifty Active members. The President will announce the number of existing vacancies.

In the event the need is present, the Executive Board is empowered to evolve a plan by which additional members may be elected by the membership.

SECTION 4. CHANGES IN MEMBERSHIP

Application to change to another class of membership may be made in writing to the Recording Secretary. Changes in another class of membership shall become effective upon the approval of the Executive Board, and members shall be notified in writing of the action of the Board.

ANY MEMBER IN GOOD STANDING WHO CHANGES RESIDENCE SHALL BE PERMITTED TRANSFER PRIVILEGES TO A CHAPTER IN THE NEW LOCALITY. THE RIGHT OF TRANSFER GRANTED IN THIS SECTION DOES NOT EXTEND TO A PERSON WHO HAS BEEN DROPPED OR WHO HAS RESIGNED FROM AUXILIARY MEMBERSHIP. PROVISIONAL MEMBERS SHALL TAKE ANY ADDITIONAL TRAINING REQUIRED BY THE CHAPTER TO WHICH THEY TRANSFER. IF THERE ARE NO VACANCIES IN THE CHAPTER TO WHICH A MEMBER IS TRANSFERRING, THE NAME OF THE MEMBER SHALL BE PLACED ON THE WAITING LIST AND SHALL BE ACCEPTED IN ORDER OF APPLICATION.

If any member resigns from Junior Auxiliary of Monticello, Arkansas, to be reinstated, she must receive a letter of invitation that would require approval of the board and 2/3 membership. No credit will be allowed for previous time served.

ARTICLE V - DUES AND CHARGES

Section 1. Dues

ALL CLASSES OF MEMBERSHIP WITH THE EXCEPTION OF PROVISIONAL AND LIFE MEMBERS SHALL PAY ANNUAL DUES TO THE ASSOCIATION.

ACTIVE MEMBERS (INCLUDING MEMBERS ON LEAVE OF ABSENCE) AND NONRESIDENT MEMBERS SHALL PAY $55.00 ANNUAL DUES.ASSOCIATE MEMBERS SHALL PAY $35.00 ANNUAL DUES. Active and Non-resident members shall pay $5 local Chapter dues.

PROVISIONAL MEMBERS SHALL BE LIABLE FOR CHAPTER DUES IMMEDIATELY UPON ACCEPTANCE OF THE INVITATION TO MEMBERSHIP. Annual chapter dues are $55.00. ACTIVE, ASSOCIATE, AND NON-RESIDENT DUES FOR THE COMING YEAR SHALL BE PAYABLE TO THE CHAPTER NO LATER THAN the first day of the fiscal year, May 1. ALL DUES ARE PAYABLE TO THE ASSOCIATION UPON RECEIPT OF STATEMENT AND ARE DELINQUENT AFTER JULY 15. AN ASSOCIATE MEMBER MAY, AT ANY TIME, PAY THE EQUIVALENT OF TEN YEARS ASSOCIATE DUES TO ATTAIN THE STATUS OF LIFE MEMBER. THIS AMOUNT MUST BE FORWARDED IMMEDIATELY TO HEADQUARTERS IN ORDER FOR LIFE MEMBERSHIP STATUS TO BE GRANTED.

REFUNDS OF DUES WILL NOT BE MADE TO MEMBERS RESIGNING DURING THE FISCAL YEAR.

REFUNDS WILL NOT BE MADE TO PROVISIONAL MEMBERS FAILING TO MEET THE REQUIREMENTS.

Section 2. Fines and Penalties

1. Within a fiscal year, any person failing to fulfill a first placement will be fined five (5) hours. Failure to fulfill a second placement will require a loss of five (5) hours plus a personal appearance before the Board. The third missed placement constitutes an automatic resignation. Penalties will be accepted at the following board meeting. The Board will notify the member of such action. Failure to comply with any part of the rule constitutes an automatic resignation. Any loss of hours due to a missed placement will be deducted from the category that the project or assignment falls under.

1. If Active members do not respond by the third written notification of dues by May 1, it shall be deemed as a resignation by the board.

1. Any Associate’s name shall be dropped from the Chapter membership roll for failure to pay the annual dues required by the Chapter by May 1. Should such an Associate desire to be reinstated at a later date, she is required to pay all dues to the Chapter which, in turn, is required to pay all National Associate dues.

ARTICLE VI-CHAPTER MEETINGS

SECTION 1. REGULAR AND SPECIAL MEETINGS

FOR EDUCATION PURPOSES, CHAPTER MEETINGS SHALL COUNT ONE HOUR EACH. SIX CHAPTER MEETING MUST APPLY TOWARD THE ANNUAL EDUCATION REQUIREMENT. CHAPTER MEETINGS HELD IN AN ELECTRONIC FORMAT ARE PROHIBITED.

Special meetings shall be held at the discretion of the Executive Board or upon written request of five Active members of the Chapter. Attendance shall not be compulsory, but a quorum must be present.

SECTION 2. QUORUM

A quorum shall consist of a majority of the voting members.

SECTION 3. VOTING

ABSENTEE BALLOTS AND PROXY VOTING ARE PROHIBITED.

ARTICLE VII-OFFICERS

CHAPTER OFFICERS ARE THE PRESIDENT, VICE-PRESIDENT, RECORDING SECRETARY, TREASURER, Corresponding Secretary,and Assistant Treasurer. [NOTE: It is strongly suggested that each Chapter have an Assistant Treasurer. Although not a requirement, this recommendation is taken directly from the NAJA Handbook. The position does not have to be a board position. NAJA also strongly recommends a Membership chair position. Other offices are optional.]

SECTION 1. NOMINATION AND ELECTION

The Nominating Committee shall present a slate of candidates.

Officers shall be elected by ballot no later than the March meeting of the Chapter for a term of one year or until their successors are elected. The First Vice-President shall be in line of succession for the Presidency, with the stipulation that in the event of an emergency, the succession not be binding.

OFFICERS ASSUME DUTIES AT THE BEGINNING OF THE CHAPTER FISCAL YEAR, MAY 1.

The Treasurer shall serve a term of two years. Other officers are not eligible for more than two successive terms.

The President will appoint vacancies with the board’s approval, except for the office of the First Vice-President.

SECTION 2. DUTIES

THE PRESIDENT IS THE CHIEF EXECUTIVE OFFICER OF THE CHAPTER, PRESIDES AT ALL MEETINGS OF THE CHAPTER AND EXECUTIVE BOARD MEETINGS, AND IS AN EX-OFFICIO MEMBER TO ALL COMMITTEES EXCEPT THE NOMINATING COMMITTEE. THE PRESIDENT APPOINTS ALL COMMITTEES, INCLUDING THE CHAIRMAN, UNLESS OTHERWISE PROVIDED.

THE VICE-PRESIDENT ASSUMES THE DUTIES OF THE PRESIDENT IN THE ABSENCE OF THE PRESIDENT. The Vice-President shall be in charge of Provisional training.

THE RECORDING SECRETARY KEEPS THE MINUTES AND THE ROLL OF THE MEETINGS OF THE CHAPTER AND THE EXECUTIVE BOARD; KEEPS A CORRECT, CLASSIFIED LIST OF THE NAMES AND ADDRESSES OF ALL MEMBERS AND MAINTAINS A FILE OF ESSENTIAL RECORDS ON EACH MEMBER. THESE FILES ARE TRANSFERRED TO THE SUCCESSOR AT THE CLOSE OF THE TERM OF OFFICE.

The Corresponding Secretary answers and keeps on file all correspondence relating to the chapter.

THE TREASURER and Assistant Treasurer IS (are) CUSTODIAN(s) OF ALL CHAPTER FUNDS; COLLECT ALL DUES AND ASSESSMENTS AND RECEIVE MONIES; KEEP FULL AND ACCURATE ACCOUNTS AND PRESENT FINANCIAL STATEMENTS AT THE REGULAR MEETINGS OF THE CHAPTER AND THE BOARD; PRESENT AN ANNUAL REPORT OF THE BALANCE SHEET AT A CHAPTER MEETING AND TRANSFER TO SUCCESSORS ALL BOOKS AND FINANCIAL RECORDS. THE TREASURER and Assistant Treasurer IS (are) RESPONSIBLE FOR FILING ONLINE THE STATEMENT OF CASH BALANCES BY MAY 15, FOR PROMPT PAYMENT OF ALL DUES AND FEES TO NAJA HEADQUARTERS BY JULY 15, AND FOR SENDING A COPY OF FORM 990 OR 990-N FILED WITH INTERNAL REVENUE SERVICE TO HEADQUARTERS BY OCTOBER 15 OF EACH YEAR.

ARTICLE VIII-EXECUTIVE BOARD

SECTION 1. COMPOSITION AND DUTIES

THE EXECUTIVE BOARD IS COMPOSED OF THE OFFICERS AND THE CHAIRMEN OF COMMITTEES INVOLVING ADMINISTRATIVE OR PROGRAM RESPONSIBILITY. THE EXECUTIVE BOARD CONSISTS OF president, vice president, treasurer, assistant treasurer, recording secretary, corresponding secretary, placement chair ex-officio and welfare chair. EXCEPT AS OTHERWISE PROVIDED, CHAIRMEN ARE APPOINTED BY THE PRESIDENT. THE TERM OF OFFICE OF THE CHAIRMEN IS ONE YEAR.

THE EXECUTIVE BOARD HAS GENERAL CHARGE AND CONTROL OF THE BUSINESS AND PROPERTY OF THE CHAPTER. IT IS RESPONSIBLE FOR THE MONTHLY EXAMINATION OF THE STATEMENTS OF ALL CHAPTER BANK ACCOUNTS.

IT PRESENTS TO THE MEMBERSHIP ALL PROPOSED MAJOR PROGRAM ACTIVITIES FOR RATIFICATION.

SECTION 2. MEETINGS

THE EXECUTIVE BOARD HOLDS REGULARLY SCHEDULED MEETINGS. SPECIAL MEETINGS MAY BE CALLED BY THE PRESIDENT OR UPON REQUEST OF MEMBERS OF THE BOARD. A majority of the voting members shall constitute a quorum for a meeting of the Executive Board.

ARTICLE IX-COMMITTEES

SECTION 1. STANDING COMMITTEES

A. FINANCE COMMITTEE

THERE SHALL BE A FINANCE COMMITTEE THAT SHALL FUNCTION AS THE FINANCIAL, FACT-FINDING COMMITTEE TO ADVISE THE BOARD AND CHAPTER ON MATTERS RELATING TO FINANCING CHAPTER ADMINISTRATION AND COMMUNITY SERVICE PROGRAM. THE COMMITTEE SHALL BE COMPOSED OF THE TREASURER, Assistant Treasurer, AND THE OFFICERS OR CHAIRMEN OF COMMITTEES RESPONSIBLE FOR ANY PHASE OF THE CHAPTER FINANCING, TOGETHER WITH SUCH OTHER MEMBERS AS SHALL BE DESIGNATED BY THE PRESIDENT.

B. PUBLIC RELATIONS COMMITTEE

THERE SHALL BE A PUBLIC RELATIONS COMMITTEE WHOSE FUNCTION SHALL BE TO MAKE USE OF APPROPRIATE MEDIA FOR THE CHAPTER. IT SHALL ATTEMPT TO BUILD GOOD PUBLIC RELATIONS BY INTERPRETING CHAPTER ACTIVITIES TO THE PUBLIC SO THAT COMMUNITY UNDERSTANDING, INTEREST, AND SUPPORT WILL RESULT.